Prepared on:2023-05-25

Valid until:2023-06-25

Proposal for

Payable Management & Asset Management

Prepared for:

Bata shoe Company (Bangladesh) Ltd.

Concern: Asia Afrin ACA

Prepared by:

Md. Rassel Ali

Executive – Biz Development

Quickmas Technologies

Project Roadmap

First, we'll sit together with all stakeholders to put a detailed list of all project requirements. We'll identify the major milestones to follow, so we can keep an eye on what comes next and be able to assess our progress.

⇓

Database design

At this stage, our team will go for database designs focusing on:

1. Mapping business processes
2. Rules And Policies
3. User Data Requirements

⇓

Wireframes

At this stage, you'll have the chance to see what your forms, statements and reports will look like. They give a good idea about what the general layout of the forms will be.

⇓

Integration

Now our team will sit together and list the integrations where one entry will update all respective modules.

⇓

Start Coding

As soon as the forms/reporting format and integration list is ready, we'll start coding.

⇓

Testing

In the end, to make sure that every report and every functionality on the software works as expected, we'll hand the software to our quality assurance team. Along with that, we'll also ask you to conduct trials on the software with your team and report any bugs you may find.

Steps

Structure

Workflow

Cost  & Timeline

Step-1

BUDGET VS COMMITMENT VS ACTUAL

1. Budget variance format as per requirement
2. Final budget uploaded by Super Admin
3. Budget should be uploaded before start working of a year
4. Budget variance report will automatically updated as per requirements
5. History available for commitment and actual balance

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-2

ASSET CATEGORY ENLISTMENT

1. Category with auto category code
2. Sub-category with auto sub-category code
3. Sub-category with Useful life (FINPACK)
4. Sub-category with Useful life (ABS)

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration

Tk. 10,000

1 days (Approx.)

Step-3

ITEM ENLISTMENT

1. Enlist unlimited Goods with required goods info through a standard enlistment form
2. Single or multi-sectional coding system
3. Set inventory alert for required minimum stock

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration

Tk. 20,000

1 days (Approx.)

Step-4

VENDOR ENLISTMENT

1. Enlist unlimited Vendors with required vendor info through a standard enlistment form
2. Upload/update synchronize documents i.e. TL, TIN, BIN etc
3. Defied software access right for vendors
4. Auto generate user ID and password and notified with vendors’ email

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration

Tk. 40,000

4 days (Approx.)

Step-5

USER ENLISTMENT

1. Enlist users with required user info through a standard enlistment form
2. Upload/update profile picture
3. Initially auto generate user ID and password with basic access right and notified with users’ email

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration

Tk. 30,000

3 days (Approx.)

Step-6

STORE ENLISTMENT

1. Enlist Stores with required info through a standard enlistment form
2. Manually/auto generate store code

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration

Tk. 30,000

3 days (Approx.)

Step-7

PURCHASE REQUISITION REQUEST

1. Placed by authorized users from multiple store/department

1. Requisition edit facility before approval

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-8

PURCHASE REQUISITION REVIEW

1. Review and forward or reject with a comment by authorized user
2. Can edit requisition at the time of review

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-9

PURCHASE REQUISITION APPROVAL

1. Requisition approve or reject with a comment by authorized user

1. Requisition convert to invite quotations from multiple vendors

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-10

INVITE QUOTATION

1. From approved requisition, send RFQ to multiple potential vendors in one email to complete checklist, submit item wise quotation within a specified submission validity date and upload required documents (Trade License, TIN, BIN etc.)
2. Auto generate a summary of vendor-wise and item-wise quotations (CBA)
3. Filtering the score and highest/lowest cost
4. Score will be calculate by the predefined points from the field of submission form

1. Authority will select vendor for process agreement. Customized email will send automatically to all participants

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 60,000

6 days (Approx.)

Step-11

PURCHASE ORDER

1. Comes from approved requisition
2. Can upload additional document as supporting of the PO

1. Vendor can upload additional document as supporting of the PO

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-12

PURCHASE ORDER REVIEW

1. Review and forward or reject with a comment by authorized user

1. Vendor can upload additional document at the time of review

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-13

PURCHASE ORDER APPROVAL

1. Approved as per Chart of Authority
2. One order can be approved to multiple store for receive

1. Timeline - within a certain days of PO Review

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-14

ASSETS DELIVERED FROM VENDOR

1. After approved PO vendor will deliver the goods.
2. Vendor or Authorized person will update delivered of the PO
3. PO status will change automatically to “On way”
4. Challan will be ready for print

1. Additional documents can be uploaded for the PO

Scope of works

1. Database design
2. Front end format design in vendor panel
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-15

ASSETS RECEIVED

1. Store officer/authorized user will see pending notification and received accordingly

1. Items for same challan can received by multiple time

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-16

QUALITY CHECK

1. After received goods need to QC update by authorized user for proceed to paid to the vendor

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-17

BILL SUBMISSION

1. Bill submission will unlock for approved, delivered and QC completed POs.
2. Vendor/authorized user will upload the bill for the applicable PO

Scope of works

1. Database design
2. Front end format design in vendor panel
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-18

BILL REVIEW

1. Authorized user will matching the bill with the PO

1. Upload additional bill documents for the PO and forward or hold with a comment

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-19

BILL BOOKING

1. Approved as per Chart of Authority
2. Timeline - Within a certain days of PO Review

1. After approval invoice will unlock for payment

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-20

PAYMENT

1. Create payment voucher for unlock Invoices
2. Approved as per Chart of Authority

1. After approve invoice will mark Paid

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-21

PAYMENT ACKNOWLEDGEMENT

Once payment is received, Vendor will update status just with an option ‘Acknowledged’ and then system will mark the invoice as ‘Completed’

Scope of works

1. Database design
2. Front end format design in vendors’ panel
3. Coding
4. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-22

INCOMPLETE/UNPAID

ORDERS

At each month end, system will provide a summary of incomplete orders and unpaid orders in dashboard and also auto mail notification once the summary is published by the system

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-23

RETURN TO SUPPLIER

1. Goods can be return as per agreement
2. All or any of the stock return to the supplier before or after received. Need to approve it by the authorized person.
3. After approval of the return entry Inventory and payable will be automatically update

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-24

TAG

1. Goods tag with barcode will be ready when purchased
2. Tag information can be customized

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 25,000

3 days (Approx.)

Step-25

INSURANCE

1. Pending insurance will be notified in the software and email
2. Validity time 15 days from asset received
3. After valid time user will notified in his dashboard

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 25,000

2 days (Approx.)

Step-26

VERIFICATION

1. Printing option of current stock with reporting columns
2. After verification upload the verification sheet
3. Approve verification sheet by the authorized user
4. Stock adjustment (shortage/scrap) entry will be create from the approved verification report
5. Adjustment entry approved as per Chart of Authority

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-27

IMPAIRMENT

1. Asset impairment request from authorized user after verification
2. Upload pictures and other documents to support for the impairment

1. Approve the impairment request as per Chart of Authority
2. Asset register will updated after asset impaired

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 20,000

2 days (Approx.)

Step-28

DEPRICEATION

1. With pre-defined rate of depreciation system will calculate the depreciation every month and update accumulated depreciation and written down value in the fixed asset register.
2. History of the accumulated depriciation

Scope of works

1. Database design
2. Cron job setup in server
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-29

DISPOSAL

1. Asset disposal request from store/department with specific reason
2. Upload pictures and other documents to support for the disposal
3. Approve the disposal request as per Chart of Authority
4. Asset register will updated after asset disposed

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-30

FIXED ASSETS REGISTER

1. Format as per requirement
2. Based on actual value

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-31

INVENTORY &TRANSFER

1. Multi warehouse inventory management system
2. Internal inventory transfer with approval system.
3. Transfer delivery and receive by the authorized users only
4. All transfer process with chalan
5. Track inventory movement history i.e. purchase,  transfer, disposal with supporting document.
6. Search any item to see the movement history for a period.
7. Search total purchase, consume and stock in hand for any period

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-32

VENDOR MANAGEMENT

1. One list you will be able to see full action histories by drill down system. From the same page you can get reports like:
   1. Total payable and aged payable.
   2. Aged supplier
   3. Purchase and payment history of a vendor.
   4. Vendor relationship history including phone call, meeting etc
2. Vendor payment with lock/unlock systems
3. Vendor payment with multi-layer approval systems

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 50,000

5 days (Approx.)

Step-33

USER MANAGEMENT

1. Create multiple user role for access right
2. Set user to a specific user rule

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 30,000

3 days (Approx.)

Step-34

USER DASHBOARD

1. Pending RFQ
2. Pending quotations submitted
3. Pending PO
4. Commitment value with detail link
5. Waiting for GRN
6. Pending review approval for Bill
7. Pending payment
8. Pending payment acknowledgement from vendor

Scope of works

1. Database design
2. Front end format design
3. Coding
4. Integration
5. Testing and bug fixing

Tk. 40,000

4 days (Approx.)

Description

Type

User

Rate

Amount (tk)

Development cost

Onetime

n/a

n/a

10,40,000.00

Cloud Hosting (Unlimited)

Yearly

n/a

n/a

25,000.00

Maintenance & Support

Monthly

40

1,000.00

40,000.00